Accounting Administrator

EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

Category Accounting/Finance

Position Title: Accounting Administrator

Position Status: Full-time

Reports To: SVP of Finance & Compliance

Location: San Jose, CA

Pay Range: $60,000.00-$75,000.00 per year

As an Accounting Administrator, you will provide critical administrative and compliance support to the Finance & Compliance team, allowing senior team members to focus on higher-level financial priorities. Your primary responsibilities will center on supporting subcontractor compliance audits, maintaining and organizing the company's One Drive billing documentation, and handling a variety of day-to-day administrative tasks for the department. You will work closely with internal teams, subcontractors, and vendors to ensure documentation is accurate, complete, and readily available, and you will play a key role in keeping the department organized and audit-ready.

• Support subcontractor compliance audits by collecting, verifying, and organizing required documentation, including Certificates of Insurance (COIs), W-9s, licensing, and executed subcontractor agreements.
• Track subcontractor compliance and renewal deadlines, following up with subcontractors and internal teams to resolve missing, expired, or incomplete documentation.
• Reconcile subcontractor invoices and billing against contract terms and purchase orders, flagging discrepancies for review by the Finance team.
• Maintain an organized subcontractor compliance tracker and provide status updates to the Finance team in advance of scheduled audits.
• Assist in assembling documentation packages for internal and external subcontractor audits.

• Maintain and organize the company's One Drive billing folders, ensuring invoices, supporting documentation, and client billing files are accurately filed, labeled, and kept current.
• Establish and maintain consistent naming conventions and folder structures for billing documentation to support easy retrieval by the Finance team.
• Monitor billing folders for completeness, follow up with internal teams to obtain missing documentation, and archive completed files in accordance with company retention guidelines.
• Support data entry, file uploads, and quality checks for billing records maintained in One Drive.
• Assist with compiling billing documentation in response to client requests, audits, or management reporting needs.

• Provide general administrative support to the Finance & Compliance team, including scheduling, correspondence, and document preparation.
• Assist with completing New Vendor Forms and Credit Applications, and with collecting and organizing W-9s.
• Support tracking of Certificate of Insurance (COI) requests and renewal deadlines to help ensure compliance with state and local regulations.
• Prepare purchase orders for equipment rentals and subcontracted work as needed.
• Assist with special projects, ad hoc reporting, and process improvement initiatives as assigned.
• Take on additional administrative and accounting support tasks delegated by the SVP of Finance & Compliance to support department efficiency.

• High school diploma required;
  Associate's or Bachelor's degree in Accounting, Business, or a related field preferred.
• 1-3 years of experience in an administrative, accounting, or bookkeeping support role preferred.
• Strong organizational skills with high attention to detail and…